1 / 42

ORGANIZATION

These guidelines provide strategies for organizing content to meet diverse reader needs, including speed reading tips, and emphasize beginnings and endings. The ABC organizational pattern ensures clarity and engagement.

fonville
Download Presentation

ORGANIZATION

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. ORGANIZATION

  2. ORGANIZATION I. Organizational Guidelines

  3. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • Organize for ALL readers • READER ANALYSIS: • Readers’ Needs • more tech vs. less tech • more details vs. overview

  4. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • Readers’ Reading Habits • Reading = • non-sequential • non-linear • episodic

  5. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • “Speed Reading” Approach: 1. Quick Scan: • introductions • conclusions • tables of contents • graphics 2. Focused Search: • move directly to sections-of-interest or need • subheadings • lists • white space 3. Short Follow-Ups: • return to the document to read or re-read important sections

  6. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • INTRODUCTIONS & CONCLUSIONS: • less tech, more overview • managers • general readers

  7. GUIDELINES (1) DIFFERENT SECTIONS = DIFFERENT READERS • BODY: • more tech, more details • experts • operators

  8. GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS • Interest wanes after the start • Readers retain BEST the FIRST & LAST parts they read • focus on the beginning of the document • focus on the beginning of the sections • focus on the beginning of the paragraphs • focus on the ending of the document

  9. GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS • Reader Expectations: • a “road map” at the start • to know where they are going at the start of the document, its sections, and its paragraphs • a wrap-up or transition at the end • to know that the document or its section or paragraph is complete • to transition to the next section, paragraph

  10. GUIDELINES (2) EMPHASIZE BEGINNINGS and ENDINGS • Reader Expectations: • brief results at the start • details in the middle • detailed conclusion at the end

  11. GUIDELINES (3) REPEAT MAIN POINTS • “Redundant Approach” • Repeat important information in various sections • different sections = different readers

  12. GUIDELINES (3) REPEAT MAIN POINTS • “Redundant Approach” • Strategic repetition of major findings, conclusions, recommendations • gives helpful reinforcement to readers • answers “So What?!” for them • Like the theme of a story

  13. ORGANIZATION II. The “ABC” PATTERN of ORGANIZATION

  14. ABC • ABSTRACT • BODY • CONCLUSION

  15. ABC (1) ABSTRACT:

  16. ABC (1) ABSTRACT: • Introduction • Overview • A brief summary of the document’s main points • Key Reader = • Decision-Makers

  17. ABC (1) ABSTRACT: • Includes: • clear purpose statement • the main points (for decision-makers) • a list of the document’s main sections

  18. ABC (1) ABSTRACT: • Abstract Headings: • Summary • Executive Summary (formal reports & proposals) • Introductory Summary (short reports & proposals) • Overview • Introduction • Abstract (of technical articles)

  19. ABC (1) ABSTRACT: • Length = • 1 paragraph to an entire page • brief • BUT free of possible misunderstandings • clearly state that further clarification is included in the text

  20. ABC (2) BODY:

  21. ABC (2) BODY: • Provides supporting evidence • proof, support, evidence • details, statistics • examples, instances • Key Reader = • Technical Experts, Operators

  22. ABC (2) BODY: • Guidelines: • easy to read • easy to find • easy to understand

  23. ABC (2) BODY: • Guidelines: • distinguish FACT vs. OPINION • Facts with graphics • Opinions, judgments, conclusions • prefaced with transitional expressions • I believe, We believe, It is our opinion

  24. ABC (2) BODY: • Guidelines: • use Headings & Subheadings • for each section • helps locate information quickly & easily

  25. ABC (2) BODY: • Guidelines: • use graphics • draw attention to important points • effective with facts

  26. ABC (2) BODY: • Length = • comes in sections

  27. ABC A. BODY PARTS: • Emphasize Beginnings & Endings 1. Interest-Grabber • sentence or paragraph to grab the reader’s attention

  28. ABC A. BODY PARTS: 2. Lead-In • outline main points (road map) • list (bulleted or sentence) of main points in the forthcoming section • subheadings = worded from this list

  29. ABC A. BODY PARTS: 3. Closing Thought • briefly restate the importance of the section’s information • transition to the next section

  30. ABC B. BODY PARAGRAPHS: • Paragraphs = • self-contained units • one idea/topic per paragraph AND • parts of the whole • linked by transitions, theme, purpose

  31. ABC B. BODY PARAGRAPHS: • Paragraph Length = • 6-10 lines • split longer topics into 2 paragraphs

  32. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • topic sentence • like an Abstract • first sentence • clearly state the main idea or topic

  33. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • main idea development • like the Body • develop or prove the main idea • narration, explanation, illustration, contrast • (Rhetorical Strategies)

  34. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • transitional elements • build coherence • repeat key words, phrases, nouns • transitions of introduction, contrast, enumeration

  35. ABC B. BODY PARAGRAPHS: • Microcosm = Macrocosm – • closing sentence • like the Conclusion • “warrant statement” (thus, therefore) • sense of closure • concluding point on the paragraph’s topic • transition to the next point

  36. ABC B. BODY PARAGRAPHS: • Replace Paragraphs – • lists • break up longer paragraphs • make information easy to read, easy to find • graphics • paragraphs can hide numbers • tables & figures make data easy to read, easy to find

  37. ABC (3) CONCLUSION:

  38. ABC (3) CONCLUSION: • provides a sense of closure for the document • transitions to the next step in the process • brings the reader full-circle to the Abstract • draws readers’ attention to main points from the Body • Key Reader = • Decision-Makers

  39. ABC (3) CONCLUSION: • Questions Answered: • What major points were made? • What problem was resolved? • What should the reader do next? • What will you do next? • What single idea do you want to leave with the reader? • SO WHAT?!

  40. ABC (3) CONCLUSION: • Formats: • Conclusion Lists • list main points • list findings, conclusions, recommendations, • Conclusion Paragraph(s) • when lists are not appropriate • paragraph or two

  41. ABC • ABSTRACT • BODY • CONCLUSION

  42. REVIEW • Know your readers • Focus on BEGINNINGS and ENDINGS • Be redundant • Repeat Main Points throughout • Know your ABCs

More Related